Executive Assistant to Chief Systems Officer 25/26 SY

Indianapolis Public Schools; Indianapolis (IN); Sur place; USD 55 000 - 75 000; Plein temps

Résumé du poste

ReNEW Schools in Indianapolis is looking for a highly organized Executive Assistant to provide comprehensive administrative support to the Chief Systems Officer (CSO). The ideal candidate will excel in managing complex schedules, communicating effectively with diverse stakeholders, and handling sensitive information discreetly.

This position demands strong problem-solving abilities and a proactive mindset to anticipate the needs of the CSO and the team. A Bachelor's degree in a relevant field and at least 5 years in a similar role are preferred.

Qualifications

• Advanced proficiency with Google Workspace tools.
• Strong written and verbal communication skills.
• Proven ability to manage complex calendars and prioritize tasks.

Responsabilités

• Proactively manage the CSO's calendar and schedule.
• Draft and manage email correspondence and reports.
• Prepare agendas and materials for meetings.

Connaissances

Google Workspace proficiency

Exceptional communication skills

Organizational skills

Interpersonal skills

Problem-solving abilities

Formation

Bachelor’s degree in Business Administration, Communications, or related field

5 years of experience in administrative support

Outils

Microsoft Office Suite

Project management software

Description du poste

SUMMARY OF OPPORTUNITY

Indianapolis Public Schools is seeking a highly organized and proactive Executive Assistant to provide comprehensive administrative support to the Chief Systems Officer (CSO). This role is critical to the effective operation of the Systems Office, which oversees the district's technology infrastructure, data management, and operational systems. The ideal candidate will be a meticulous planner, an excellent communicator, and a strategic partner who can manage multiple priorities in a fast‑paced environment. This position requires a high degree of confidentiality, professionalism, and the ability to anticipate the needs of the CSO and the broader team.

WHAT YOU’LL DO

Core Duties and Responsibilities

• Calendar and Schedule Management: Proactively manage a dynamic calendar, scheduling meetings, appointments, and travel arrangements for the CSO. Prioritize meeting requests, anticipate conflicts, and ensure all logistical details are handled seamlessly.
• Communication & Correspondence: Serve as the primary point of contact for internal and external stakeholders. Draft, proofread, and manage email correspondence, memos, and presentations on behalf of the CSO, ensuring a professional and timely flow of information.
• Meeting Support: Prepare agendas, presentations, and other materials for meetings. Attend key meetings, take detailed notes, and track action items to ensure timely follow‑up and completion.
• Project and Task Management: Assist with the coordination of departmental projects, track deadlines, and follow up with team members to ensure milestones are met. Maintain organized electronic and physical filing systems.
• Information and Data Coordination: Facilitate the collection and organization of key data for reports and strategic documents. Maintain confidential information with discretion and integrity.
• Administrative Support: Handle expense reports, procurement requests, and other administrative tasks as needed to support the Systems Office.
• Collaborate with department teams to ensure seamless day‑to‑day operations.

SUPERVISORY RESPONSIBILITIES/DEFINITIONS

The Executive Assistant directly manages multiple systems, programs, supports, resources, and relationships with schools, staff, and partner organizations. This position has no direct reports.

PERSONAL WORK RELATIONSHIPS

The individual in this position works with a wide range of IPS staff, partners, administrators, and service providers on routine and diverse problems encountered to fulfill its duties. A positive attitude when dealing with staff and IPS constituents and good judgment, discretion and initiative are necessary for the effective discharge of the position’s significant responsibilities.

WHAT YOU’LL BRING: SKILLS AND MINDSETS

• Technical Proficiency: Advanced proficiency with Google Workspace (Docs, Sheets, Slides, Calendar, and Outlook). Experience with project management software (e.g., Trello, Smartsheet) is a plus.
• Communication Skills: Exceptional written and verbal communication skills with a strong ability to interact with a diverse group of stakeholders.
• Organizational Skills: Proven ability to manage complex calendars, organize information, and prioritize tasks with keen attention to detail.
• Interpersonal Skills: A proactive and positive attitude, with the ability to build strong working relationships and work collaboratively as part of a team.
• Problem‑Solving: Strong analytical and critical‑thinking skills, with the ability to anticipate potential issues and solve problems independently.

LANGUAGE SKILLS

• Ability to write reports, procedural documents, correspondence, and executive summaries.
• Ability to speak effectively before groups of all sizes.

MATH SKILLS

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY

• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

EDUCATION, CERTIFICATION, AND LICENSURE REQUIREMENTS

• Bachelor’s degree in Business Administration, Communications, or a related field preferred; relevant experience may be considered in lieu of a degree.
• Minimum of 5 years of experience as an executive assistant or in a similar administrative support role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Strong written and verbal communication skills.
• Exceptional organizational and multitasking abilities.
• High level of discretion and professionalism in handling sensitive information.
• Ability to work independently and collaboratively in a dynamic environment.
• Strong problem‑solving skills and attention to detail.
• Experience in K‑12 education or public sector administration is a plus.

FLSA CLASSIFICATION

At the discretion of the Chief Communications and Engagement Officer and the Chief Systems Officer.

ELIGIBILITY FOR REMOTE WORK

Not eligible.

PHYSICAL REQUIREMENTS

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel; talk or hear. The employee frequently is required to stand and walk. The employee is occasionally required to sit; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

EEOC STATEMENT

Indianapolis Public Schools, in accordance with its nondiscrimination policies, will not discriminate in its programs, facilities, or employment or educational opportunities on the basis of race, color, religion, creed, national origin or ancestry, sex, age, physical or mental disability, pregnancy, veteran or military status, genetic information, sexual orientation, gender identity or expression, marital status, familial status, domestic violence victim status, homelessness or any other legally recognized protected basis under federal, state or local laws, regulations, or ordinances. Indianapolis Public Schools does not tolerate any form of retaliation or bias‑based intimidation, threat, or harassment that demeans individuals’ dignity or interferes with their ability to learn or work.

DISCLAIMER

Essential functions, as defined under the Americans with Disabilities Act, may include any of the above representative duties, knowledge, and skills. This job description is illustrative only, and is not a comprehensive list of all essential functions and duties performed by the occupant of this position. Factors such as regular and punctual attendance are not routinely listed in job descriptions, but are an essential function.